Documents
Contracts, receipts, mood boards, menus — event planning generates a lot of paperwork. The documents section in DreamPlan keeps all your files organised, linked to the right vendors, and accessible to your team.
Overview
The documents feature lets you upload files to your event, view file details, link documents to specific vendors, and organise everything in one central location. Whether it is a signed contract from your venue, a mood board for your florist, or a receipt from your caterer, every file has a home in DreamPlan.
The documents list showing uploaded files with type, size, and linked vendor.
Uploading Files
- Open your event and navigate to the Documents tab.
- Click the + Upload button.
- Select one or more files from your computer, or drag and drop them into the upload area.
- The files upload and appear in your document list.
You can upload multiple files at once. Each file shows a progress bar during upload.
Supported File Types
DreamPlan accepts a wide range of file formats:
| Category | Supported Types |
|---|---|
| Documents | PDF, DOC, DOCX |
| Images | JPG, PNG, GIF, WEBP |
| Spreadsheets | XLS, XLSX, CSV |
Tip: If you need to store a file type not listed above, convert it to PDF first — most applications have a “Save as PDF” or “Print to PDF” option.
File Details
Each uploaded file displays the following information:
| Detail | Description |
|---|---|
| File Name | The original name of the file. |
| Type | The file format (PDF, DOCX, JPG, etc.), shown with an icon. |
| Size | The file size in KB or MB. |
| Uploader | The name of the person who uploaded the file. |
| Upload Date | When the file was added. |
| Linked Vendor | The vendor this document relates to (if linked). |
Click on any file to preview it (images and PDFs) or download it.
Linking Documents to Vendors
Linking a document to a vendor keeps your files organised by relationship. For example, you might link a contract to your venue or a quote to your photographer.
- Click on the document to open its detail panel.
- In the Linked Vendor dropdown, select the vendor.
- Click Save.
Once linked, the document appears both in the main document list and on the vendor’s profile within your event. This makes it easy to find all paperwork related to a specific vendor.
Tip: Link every contract and quote to its vendor as soon as you upload it. This saves time when you need to reference terms or pricing later.
Organising Files
While there is no folder system, you can keep documents organised using a few strategies:
- Use clear file names — rename files before uploading so they are easy to find. “Venue_Contract_Signed_2026.pdf” is much better than “Document(3).pdf”.
- Link to vendors — this acts as a natural grouping. Filter by vendor to see all related documents.
- Search — use the search bar in the documents tab to find files by name.
- Sort — sort by date, name, or file type to find what you need quickly.
Common Use Cases
Here are some of the most common ways planners use the documents feature:
| Use Case | Example Files |
|---|---|
| Contracts | Signed venue agreement, photographer terms, caterer service contract |
| Quotes & Invoices | Vendor quotes, deposit invoices, final invoices |
| Mood Boards | Inspiration images, colour palette boards, Pinterest exports |
| Receipts | Payment confirmations, bank transfer receipts |
| Menus | Catering menus, wine lists, tasting notes |
| Floor Plans | Venue layouts, seating diagrams, stage plans |
| Permits & Licences | Event licences, insurance certificates, noise permits |
| Guest Information | Accommodation lists, travel guides, event programmes |
Tips
- Upload documents as soon as you receive them — this prevents files from getting lost in email threads or download folders.
- Link every document to a vendor where applicable — it keeps your records tidy and makes vendor-related files easy to find.
- Rename files before uploading — descriptive names save time when searching later.
- Use PDF for final versions of contracts and agreements — it preserves formatting and is universally readable.
- Check file sizes — large image files can be compressed before uploading to save storage space.
FAQ
Is there a file size limit? Individual files have a maximum upload size. If your file is too large, try compressing it or splitting it into smaller parts.
Can I delete a document? Yes. Open the document detail panel and click Delete. This action is permanent.
Can vendors see my documents? Vendors can only see documents that you have explicitly shared with them. By default, uploaded documents are visible only to you and your collaborators.
Can I download all documents at once? Use the Download All button on the Documents tab to download a ZIP file containing all documents for the event.
Can multiple collaborators upload documents? Yes. All collaborators on the event can upload, view, and manage documents. The uploader’s name is recorded on each file.
Are documents backed up? Yes. All uploaded files are stored securely and backed up. You will not lose files due to system issues.
Can I link a document to multiple vendors? Each document can be linked to one vendor. If a document relates to multiple vendors (for example, a shared contract), upload separate copies or link it to the primary vendor and note the others in the file name.